Executive Personal Assistant & Administrator: Shared Services

Company Human Sciences Research Council
Reference # (Ref. No: PA-GE: SS 08/21)
Published 30/07/2021
Contract Type Contract
5 Years
Salary Market Related
Location Pretoria, Gauteng, South Africa
Duration 5 Years
In delivering ‘social science that makes a difference’, the Human Sciences Research Council initiates and undertakes policy-oriented research projects and programmes from its offices in Cape Town, Durban, Pietermaritzburg, and Pretoria. Its public-purpose mandate is set out in the Human Sciences Research Council Act of 2008.

The Office of the Group Executive: Shared Services (GE:SS) is responsible for providing a coordinated corporate support function to the HSRC for administrative transactional processes, including human resources servicing, information technology processes and support, and all facilities and occupational health and safety services and systems. It also provides advice and user support across the Organization on the use of corporate administrative and HR systems. The Office of the GE: SS consolidates administrative functions to deliver them in a cost-effective manner, promoting operational efficiencies and service improvements.

The HSRC is looking for a dynamic individual who will support the Group Executive: Shared Services and coordinate the activities of the support units. This position is based in Pretoria and oversees the activities in the four locations.

(Ref. No: PAGE: SS 08/21)
5-year contract

The Group Executive: Shared Services: provides overall support to achieving the vision, mission and mandated objectives of the HSRC. It houses corporate support units.

The Group Executive: Shared Services wishes to appoint an Executive Personal Assistant & Administrator on a 5 year contract, to be based in Pretoria.
The successful candidate will establish and maintain a working environment conducive to strategic management, by providing top-level secretarial, administrative and finance management support.
Job Functions Personal Assistant
Industries Research
Key Responsibilities:

•Provide financial administrative support to the Group Executive: Shared Services
•Liaise with SCM on financial and procurement issues in relation to Shared Services matters;
•Oversee expenditure reports ;
•Coordinate and facilitate the Group Executive’s diary, email, correspondence and travel;
•Screening of incoming correspondence to prioritize and assess for further action;
•Preparation of letters, memoranda, presentations, spreadsheets and other documents and review and editing of documents prepared for the Group Executive’s endorsement;
•Preparation of agendas and materials for meetings; minute taking and record keeping of proceedings;
•Establish and maintain filing and record management systems;
•Assisting with office finances, human resource processes and procurement as required for effective functioning of the unit;
•Liaison between the Group Executive and staff in Shared Services;
•Transmission of directives, instructions and assignments to staff;
•Follow-up and reporting back to the Group Executive;
•Co-ordinates and or collate reports to inform pro-active meetings, EXCO meetings and Board Meetings.
Key requirements:

•A minimum of a post matric qualification (Diploma in Office Administration or a Secretarial qualification);
•A minimum of three years proven experience as a high-level executive PA and Administrator;
•Proficiency in English, with excellent written and verbal communication skills;
•Proven proficiency in the use of computer software applications, notably the MS Office suite, electronic mail and diary management and internet;
•The ability to function independently and under pressure;
•High level of integrity and professionalism to liaise with top-level stakeholders and perform duties in a sensitive and confidential manner;
•Excellent time management and prioritization skills;
•A commitment to excellence, attention to detail and meticulous and accurate execution of tasks;
•Must be able to work in a diverse and multi-cultural environment.
The HSRC offers attractive, market-related packages depending on qualifications, experience and recent performance

Applications: In your application, please include:

A letter of motivation indicating your suitability for the position, your CV; the names of three contactable referees (with telephone, and e-mail contact details). Please indicate the applicable reference number.
The HSRC will only consider applications that include the above requirements. Applicants may be required to undertake a written exercise in the competencies required for the position.
Please submit your application on-line at http://hsrc.jb.skillsmapafrica.com/
Please note the following:

•Ensure you use Google Chrome or Firefox from a computer or laptop, AND NOT A CELL PHONE
•Only your CV can be uploaded on the first page after you have registered/logged in.
•ALL OTHER DOCUMENTS can be uploaded on the “Document” tab on your profile
•Attachments must be less than 2 MB.
Applications that do not adhere to this, will not be considered.
If you experience problems applying online, please send your enquiries (NOT applications or CVs) to Ms Mesele Matlala at [email protected]
The HSRC is committed to accelerating the improvement in the proportion of its black, female or disabled senior managers, research leaders and support staff.

Closing date: 15 Aug 2021. We encourage applicants to submit prior to that date.

Applicants who have not been advised in writing within eight weeks should assume that their application has been unsuccessful. Only candidates who are interviewed will be advised of the outcome of the interview.

Details of the HSRC can be found on the website, at www.hsrc.ac.za.


Job Closing Date 15/08/2021
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Last Updated: 30-6-2021 []
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